auto_awesome AI-Powered Event ERP for the Modern Era

Command Your Event Empire with
Intelligent Automation

The ultimate omnichannel workspace for high-growth event planners. Consolidate your leads, automate sales workflows, and close more deals with AI lead qualification.

Powering Leading Event Agencies Worldwide

ELEGANT BALLROOMS GLAMOUR EVENTS APEX CONVENTIONS SUMMIT VENUES

verified Complete Enterprise ERP Capabilities

Built for Modern Venue Operators & High-Growth Event Planners

Replace 6+ disconnected subscriptions with a single high-performance ERP. Zero double-bookings, autonomous AI lead conversion, central kitchen costing, and automated statutory compliance.

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AI Subsystem

Autonomous AI Assistant & BYOK

Zero Data Retention • Bring-Your-Own-Key

Deploy your own OpenAI, Google Gemini, or Anthropic API accounts with AES-256 vault encryption. Bounded by strict RBAC permissions to answer client inquiries, score leads, and draft proposals automatically.

verified BYOK Architecture: Direct API billing with zero AI markup
verified Predictive Deal Scoring: Hot/Warm/Cold lead conversion engine
verified Venue Knowledge Base: Dynamic prompt injection for pricing & FAQs

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Meta Cloud API

Omnichannel Inbox & WhatsApp WABA

Official Meta 24h Window Metering

Merge WhatsApp Business API, Instagram Direct, and Email into a real-time collaborative inbox. Automatically track Meta 24-hour conversation windows across Marketing, Utility, Authentication, and Service tiers.

verified Multi-Image WhatsApp Galleries: Instant hall photos dispatch
verified Automated Drip Follow-ups: 24h re-engagement workflows
verified Real-time SSE Streaming: Zero-latency notifications across teams

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Core Engine

Venue Booking & Floor Hierarchy

Zero Double-Booking Guarantee

Manage multiple grand ballrooms, conference halls, and private dining suites in a unified Gantt timeline. Configure cascading Building $\rightarrow$ Floor $\rightarrow$ Room mapping with weekend and holiday multipliers.

verified Pax-Tier Dynamic Pricing: Headcount-scaled pricing matrices
verified Room Amenity Controls: Stage lighting, AV setups & seating charts
verified Digital Handover Approvals: Strict sales-to-operations handover

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Work Management

Work Management & Meeting Calls

Audit Checklists & SLA Milestones

Keep event crews, banquet coordinators, and technical teams aligned. Schedule cross-departmental "Call for Meeting" sessions with minute logging, attendee tracking, and event preparation audit checklists.

verified Event Readiness Checklists: Mandatory pre-event sign-offs
verified Call for Meeting: Agenda distribution and automated minutes
verified SLA & Milestone Tracking: Real-time task progress across staff

storefront

B2B Network

Vendor Management & B2B Portal

Inter-Tenant Invoicing & Price Catalogs

Connect with external florists, decorators, audio visual partners, and entertainment agencies. Maintain negotiated vendor price lists, track SLA performance, and sync purchase orders directly between tenants.

verified Supplier Store & Catalog: Live price lists linked to booking add-ons
verified Inter-Tenant B2B Document Sync: PO-to-Invoice automatic transfer
verified Vendor Performance Ratings: Timeliness and quality audits

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Asset & Facility

Asset Tracking & QR Tagging

A3 Printable Batch Generator & Audits

Maintain 100% accountability of lighting rigs, banquet furniture, tableware, and technical equipment. Generate printable A3 sheet QR stickers, log maintenance logs, and manage employee custody handovers.

verified A3 Batch Sticker Generator: Instant printable QR tags for bulk inventory
verified Preventative Maintenance Logs: Auto-alerts for routine equipment servicing
verified ESS Custody Acceptance: Staff digital signature on equipment receipt

analytics

Executive BI

Reports & Executive BI Analytics

Multi-Branch Occupancy & Net Margins

Transform raw operations data into executive intelligence. Monitor hall occupancy heatmaps, track wholesale COGS vs billed revenue, analyze sales rep commissions, and export audit-ready financial statements.

verified Hall Occupancy Heatmaps: Peak vs off-peak utilization metrics
verified Real-Time Gross Margin Tracking: Catering cost + staff cost vs revenue
verified Multi-Branch Consolidated Reporting: One-click PDF & Excel exports

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Kitchen ERP

Catering & Central Kitchen Hub

Portion Recipe Costing & Auto POs

Scale banquet catering operations with precision. Define master recipes with dynamic per-portion costing, aggregate ingredients across weekend events, and auto-generate supplier Purchase Orders.

verified Raw Ingredient Auto-Depletion: Real-time warehouse balance updates
verified Event Batch Scheduling: Combined ingredient prep for multi-hall events
verified Two-Stage Procurement Lifecycle: Requisition $\rightarrow$ PO with dual PDF approval

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Workforce & HR

Mobile Attendance & Statutory HRMS

GPS Selfie Biometrics • Cross-Midnight Shifts

Eliminate buddy punching with camera selfie verification and GPS venue geofencing. Handle evening and overnight event shifts seamlessly across midnight with Malaysian statutory payroll withholding.

verified Cross-Midnight Continuity: Unified active shift state for late-night crews
verified Immutable Raw Punch Preservation: Audit-proof time correction trails
verified Statutory Malaysian Payroll: EPF, SOCSO, EIS, PCB & sales commissions

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Data Onboarding

Universal 5-Phase CSV Migration

Option A Pre-Flight Dry-Run • Zero Broken Keys

Seamlessly migrate from Excel, QuickBooks, SQL Accounting, SAP, Toast, or Odoo. Guaranteed referential integrity with our 5-phase dependency engine that validates foreign keys before writing a single record.

verified Pre-Flight Dry-Run Simulator: Line-by-line validation & error reports
verified Duplicate Protection: Configurable SKIP or UPDATE record policies
verified Pre-Built RFC-4180 Templates: Instant download for 15+ entity schemas

Command Center

Precision Control Over Your Event Pipeline

The Spacemax dashboard is designed for high-performance teams. Gain 360-degree visibility into every event, from initial inquiry to final feedback.

Visual Analytics

Real-time charts showing pipeline health and revenue forecasts.

CRM Integration

Seamlessly sync with your existing tools and calendars.

Interactive Planner

Calculate Your
Time & Cost Savings

See how switching from fragmented spreadsheets and manual invoicing to Spacemax ERP directly impacts your venue operations and profit.

64 hrs Staff Hours Saved / mo

RM 1,440 Revenue Leaks Stopped / mo

Interactive ERP ROI Calculator

Expected Monthly Events 15

Average Revenue per Event RM 12,000

Estimated Monthly Value Added RM 4,440 Pays for itself by more than 16x

Scale Without Limits

Transparent plans designed for agencies of all sizes.

Monthly Yearly (Save 20%) 🎁 Discount

STARTER

RM 450 /month

done Omnichannel Inbox
done 3 Team Members
close AI Lead Qualification

PROFESSIONAL

RM 1,150 /month

done Full AI Lead Intelligence
done Unlimited Inbox Channels
done 10 Team Members
done Custom Cost Workflows

ENTERPRISE

Custom

done Unlimited Venues & Staff
done Dedicated Manager
done Custom API Integrations

menu_book Public Documentation & Knowledge Base

Transparent Technical Documentation for Enterprise Prospects

Everything your technical directors, finance controllers, and venue general managers need to evaluate and onboard Spacemax ERP without friction.

Integration & Operational Guides

verified SaaS Implementation Blueprint

Standard Onboard Process Flow

A proven 5-stage blueprint designed to transition your venue business from fragmented spreadsheets or legacy software to Spacemax ERP in under 48 hours with zero operational downtime.

Stage 1: Self-Service Tenant Workspace Provisioning

10 Minutes

Sign up and claim your dedicated workspace subdomain (e.g. grandballroom.spacemaxerp.com). Instant multi-tenant database provisioning with isolated encryption keys and a 14-day full feature trial.

check_circle Automated schema provisioning • Zero shared table pollution • Dedicated tenant ID

Stage 2: Master Organization Structure Definition

1 Hour

Set up your business entities in Settings > Organization: Branches/Venues, Operational Departments (Sales, Kitchen, Operations, Finance), and Job Positions for RBAC authority.

Stage 3: Universal CSV Data Migration (5-Phase Import)

2–4 Hours

Import historical data using our 5-Phase Dependency sequence. Run the Option A Pre-Flight Dry-Run to detect missing references before committing. Upload customer directories, hall dimensions, catering recipes, and employee records.

Stage 4: Autonomous AI Agent & Meta WABA Configuration

1 Hour

Connect your official WhatsApp Business Cloud API number and paste your own OpenAI or Google Gemini API Key. Populate your custom venue FAQ knowledge base for 24/7 autonomous inquiry qualification.

Stage 5: Team Role Assignment & Mobile Go-Live

Go Live

Invite managers, sales executives, and banquet staff with granular permissions. Distribute the Flutter Mobile App (Android/iOS) for GPS selfie attendance, QR asset tagging, and live booking calendar sync.

Pre-Launch Verification Checklist

Milestone	Department	Responsible Party	Verification Mechanism
Customer & Venue Master Seed	Operations / IT	System Admin	Option A Dry-Run: 0 Errors
Payment Requisition Flow (PRF)	Finance / Accounts	Finance Manager	Test PO & Proof Attachment
Mobile Geofenced Attendance	HR / Workforce	HR Manager	Test Selfie Punch & GPS Radius
WhatsApp 24h Inquiry Bot	Sales / Marketing	Sales Lead	Test Lead Conversion Dialog

cloud_upload ADR-037 Universal Migration Subsystem

Universal CSV Data Migration Guide

Transition from legacy software (QuickBooks, Microsoft Excel, SQL Accounting, SAP Business One, Odoo, Toast POS) into Spacemax ERP with zero broken references and automated Option A validation.

account_tree The Mandatory 5-Phase Dependency Sequence

To eliminate corrupt or orphaned records, Spacemax enforces a strict 5-phase relational hierarchy. Always import earlier phases before moving to subsequent ones:

Phase 1: Organization Hierarchy

Branch, Department, DepartmentPosition

Phase 2: Master Entities

Customer, Venue Spaces, Vendors, Assets, Kitchen Units

Phase 3: Catalogs & Recipes

Package Tiers, Service Add-ons, Raw Ingredients, Menu Recipes

Phase 4: Workforce & HRMS

Employees, Staff Schedules, Salary Profiles

Phase 5: Transactions & Balances

Reservations, Invoices, Opening Stock Balances

policy Option A: Strict Relational Enforcement Policy

Unlike primitive tools that insert corrupted placeholders when an ID is missing, Spacemax's pre-flight engine (POST /api/v1/import/validate) checks every foreign key. If a customer phone or venue name is not found in Phase 2, the dry-run rejects the row with an exact line number and guidance.

Interactive Starter CSV Templates

RFC-4180 UTF-8 format compliant

person Customer Master Template (Phase 2)

name,email,phone,companyName,address,notes
"Dato Seri Rahman","rahman@royalgroup.my","+60123456789","Royal Group Corp","Level 32, Menara KL, Kuala Lumpur","VIP Annual Corporate Gala Client"
"Sophia Tan","sophia.tan@gmail.com","+60178899001","Tan Wedding 2027","Bangsar South, Kuala Lumpur","Wedding booking for Grand Ballroom"
"Michael Chang","michael@apextech.com","+60192233445","Apex Tech Sdn Bhd","Cyberjaya, Selangor","Annual Dinner & Tech Showcase"

meeting_room Venue & Hall Template (Phase 2)

name,code,capacity,basePrice,weekendMultiplier,description
"Royal Grand Ballroom","HALL-R-01",800,12000.00,1.25,"Pillarless crystal ballroom with 4K LED stage screen"
"Sapphire Banquet Hall","HALL-S-02",350,6500.00,1.15,"Garden view banquet suite ideal for engagements and parties"
"Emerald Executive Suite","HALL-E-03",120,3000.00,1.10,"Corporate conference center with breakout rooms"

badge Employee Workforce Template (Phase 4)

fullName,email,phone,departmentName,positionTitle,basicSalary,icNumber
"Ahmad Firdaus Bin Ismail","firdaus@spacemaxerp.com","+60133445566","Sales","Senior Sales Consultant",4500.00,"920512-14-5541"
"Nurul Huda Binti Zulkifli","nurul@spacemaxerp.com","+60167788990","Operations","Banquet Floor Manager",4200.00,"940821-10-5322"
"Chef Azman Hashim","azman@spacemaxerp.com","+60189900112","Kitchen","Executive Sous Chef",6800.00,"880315-08-6113"

key ADR-042 & ADR-051 AI Governance

AI Agent & BYOK Configuration

Configure the Spacemax AI Assistant using your organization's own AI API account (OpenAI, Google Gemini, Anthropic) for direct wholesale billing and zero model retraining on your private venue data.

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AES-256 Vault Encryption

Keys are encrypted with server-side secrets prior to database persistence and decrypted only in ephemeral memory.

money_off

Zero AI Resale Markup

You pay your LLM provider directly at wholesale API rates (e.g. OpenAI GPT-4o-mini at $0.15 / 1M tokens).

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Zero Training Guarantee

Your customer inquiry conversations and pricing tables are never used to train global AI models.

How to Setup Your BYOK Account

Log in to your Spacemax Console and navigate to Settings > AI Assistant & WABA.
Toggle "Use Custom API Key (BYOK)" to ON.
Select your provider: OpenAI, Google Gemini, or Anthropic Claude.
Paste your secret API key (starts with sk-proj-... or AIzaSy...).
Specify your preferred model (e.g. gpt-4o, gpt-4o-mini, or gemini-1.5-flash).
Define your Venue Knowledge Base: Enter venue capacity limits, banquet deposit policies, parking availability, and corkage fees.
Click "Save & Test Connection". The system performs a live sandbox inference check and activates the agent.

chat Meta Cloud API & 24h Window

Meta WhatsApp Business API Integration

Connect your official Meta WhatsApp Business number to automate lead capture, dispatch hall photo galleries, and meter 24-hour conversation windows.

Understanding Meta's 24-Hour Conversation Categories

Spacemax automatically classifies outgoing WhatsApp messages according to Meta's official telecom billing framework (ADR-051) so your organization never incurs unexpected charges:

1. Service (User-Initiated)

Triggered when a customer messages your venue first. 24-hour free-form messaging window opened with automated AI bot assistance.

2. Utility (Operational)

Automated booking confirmations, payment receipts, invoice reminders, and contract signature links.

3. Marketing (Promotions)

Wedding open house invitations, seasonal festive banquet discounts, and automated re-engagement drip campaigns.

4. Authentication (OTP)

Secure one-time verification passcodes for client portal access and quote verification.

Ready to Transform Your Venue Operations?

Join forward-thinking banquet halls and event agencies that scale with Spacemax ERP.

No credit card required. 14-day free trial on your own custom subdomain.

Command Your Event Empire with Intelligent Automation